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UCAR Ombuds Office

Welcome

Who we are

Ombuds Loretta Quinn

Loretta has been a UCAR employee for more than 20 years. As a project coordinator for the Cooperative Programs for the Advancement of Earth System Science (a UCAR Community Program), she plans, manages, and oversees the logistics of domestic and international conferences from beginning to end. She has served on numerous UCAR management and vendor review teams and chaired the re-engineering committee for UCAR’s internal event management process. A graduate of UCAR’s Leadership Academy in 2004, Loretta has also been recognized with an incentive award for creating a new online resource for UCAR meeting planners. She recently completed the Foundations Course of the International Ombudsman Association. She is a member of the International Ombuds Association and practices to the code of ethics and standards of the Association. Loretta's contact information

Ombuds Marijke Unger

Marijke has worked as an external relations specialist for NCAR's Computational and Information Systems Laboratory since 2007. She is responsible for designing and implementing communications strategies for CISL's high-profile projects and to help educate the public about the importance of the lab's work. She was responsible for the design and development of the educational visitor center at the NCAR-Wyoming Supercomputing Center, and she champions science and supercomputing through storytelling and community engagement. Prior to joining the UCAR community, Marijke held a wide range of outreach, communication, and editing jobs, including working for the National Snow and Ice Data Center, the U.S. Antarctic Program, the World Wildlife Fund, and the United Nations. She is fluent in English, Spanish, French and Dutch. Marijke's contact information

Ombuds Jeff Weber

Jeff has been at the Unidata Program Center since 1998 and is currently a project manager in the Community Services group there. He has been involved in many activities around UCAR and NCAR over the past two decades, including SOARS, Super Science Saturday Showcase, K-12 education and outreach, Climate Voices, and many others. Real-time data delivery, visualization software, data access, and cloud computing are all pieces of Jeff's current work. A graduate of UCAR's 2006 Leadership Academy, Jeff is a member of the International Ombuds Association and practices in accordance with its codes and practices. Jeff has completed the Foundations Course provided by the International Ombuds Association, and is active within the Colorado Ombuds Group. He is an Arctic Climatologist by training and did his 1997 and 1998 field seasons on the Greenland Ice Sheet, installing automated weather stations. Jeff worked for NASA, NOAA, the National Snow and Ice Data Center, and CU CIRES before coming to UCAR in 1998. Jeff's contact information

What is an Ombuds at UCAR?

An Ombuds is an independent person who offers informal assistance to employees and visitors to help resolve issues related to their employment or appointment at UCAR. While there are established avenues to address most issues (see UCAR's Problem Resolution Procedures), employees and visitors may want to discuss options with a neutral person and the Ombuds fills this role. Issues that can be handled through normal procedures do not need to be brought to the Ombuds.

The Ombuds is not a member of management or an agent of record for UCAR. Talking to the Ombuds does not constitute formal notice to UCAR. The Ombuds is an independent, neutral resource. You may seek advice from the Ombuds in confidence before deciding on what actions to take about any issue. If you want to put UCAR “on notice” about a particular issue or problem, the Ombuds will help you identify who to contact.

When should I contact the Ombuds?

to discuss a sensitive UCAR related issue

to help resolve conflict with another party at UCAR

to discuss which policies or procedures apply in a sensitive situation

if you feel a policy or procedure has been unfairly applied

if you don't know who to talk to, where to turn or what options are available

The Ombuds can:

listen to you

help you define and consider options

help you resolve your issue informally

look into your problem, complaint, or concern

if you approve, initiate and facilitate discussions with other parties

explain relevant policies and procedures

offer you referrals to other UCAR resources

The Ombuds cannot:

conduct formal investigations

change rules, policies, or procedures

participate in any formal hearing or grievance process

formally mediate conflicts

act as an advocate for you in a dispute

take sides or determine guilt or innocence in any issue

sanction any individual

provide legal representation or give legal advice

disclose information provided in confidence, except to address an imminent risk of serious harm where there is no other responsible option

Ombuds Principles

Confidentiality

Confidentiality is expected of the Ombuds as well as of visitors to the Ombuds Office; it is essential to the Ombuds function.

Conversations with the Ombuds are confidential, and do not become part of any personnel record or file. The Ombuds Office maintains only statistical information such as the number of visitors, the frequency of different kinds of issues, and length of service. Except in the most extraordinary circumstances - such as threats to life or property - the Ombuds will not share information with a third party without the employee's written permission.

Neutrality

The Ombuds seek processes that are fair and equitable to all parties. The UCAR Ombuds Office provides an impartial and objective resource for its staff and visitors.

Independence

The UCAR Ombuds Office officially reports to the Board of Trustees and is independent of any UCAR management structure.

Notice to the Corporation

The Ombuds Office may assist in the informal resolution of concerns regarding a variety of issues, including sexual harassment and discrimination. Talking to an Ombuds does not constitute notice to UCAR, since the purpose of the Ombuds Office is to provide a confidential forum where different options may be considered. The Ombuds can provide the visitor with information about how a complaint may be made to the corporation.

Code of Ethics and Standards of Practice

FAQ

The UCAR Board of Trustees approved the UCAR Ombuds Charter and the first Ombuds on 12 October 2009.

Whom do the UCAR Ombuds serve?

We serve UCAR employees and visitors.

What is the UCAR Ombuds record-keeping policy?

We keep as little identifying information as possible, and we retain any documentation for as short a period as possible. This information and documentation is kept locked, and then shredded when done. At UCAR, email is NOT private so we prefer that you use the phone to contact us if the matter requires privacy. No e-files will be kept on UCAR systems. If there are e-files, they will be kept for as short a period as possible on a thumb drive only.

To whom do the UCAR Ombuds report?

We report to the UCAR Board of Trustees.

What information will the Ombuds share?

No names, personal information or visit-related details will be shared. Only generic statistics will be reported to the UCAR Board of Trustees. These statistics include number of visitors, length of time from first visit to last interaction on same issues, frequency of different kinds of issues (e.g job conditions, relationships, information/assistance, other), and the number of sessions per visitor from initiation until the Ombuds are no longer involved.